Senior Administrative Assistant Vaccines Business Division

Company Name:
Takeda Pharmaceuticals
As part of a global administrative team, will provide administrative support and related services to functional area leadership team(s) within the Vaccine division of Takeda. Must possess the ability to be proactive and work with minimal supervision to plan, prioritize, communicate, and organize a diversified workload and potentially manage special projects under direction of manager and/or team lead.
Performs all work with little supervision and/or instructions acting on own initiative and direction based on broad administrative experience and knowledge of Takeda's operations, policies, and procedures.
Actively manages the calendar of manager(s) with little or no oversight. Exercises good judgment in prioritizing allocation of manager's time, and making tradeoffs as appropriate.
Prepares all travel arrangements, domestic and international, and creates detailed itineraries. Develops solid working knowledge of company travel and expense policies using preferred vendors and tools when coordinating travel.
Schedules, organizes and coordinates all onsite and offsite domestic and international department meetings including but not limited to managing invitations, tracking responses, coordinating speakers, entertainment, transportation, dining, presentation materials, budgets, and technological needs.
Takes initiative and requires minimal direction for scheduling complex meetings involving individuals from the department as well as other departments within the company and possibly outside guests. Reschedules meetings with limited direction.
Tracks meeting budgets and organizes materials required by presenters and attendees.
Actively assists manager and team with meetings, presentations, and/or other projects to ensure manager performs effectively. This may include providing support to others on the team.
Communicates in a clear, professional and articulate manner. Directly liaises with other important internal and external contacts such as vendors, customers and senior leadership on behalf of manager.
Basic knowledge of functional unit structure and policies as well as company's operations, policies and procedures. Understand the function of each organizational element and the role it plays in the company.
Independently prepares, processes, and reconciles all expense reports, credit card statements, invoices, purchase orders, accounts payable, etc., in accordance with Company policies and procedures.
Creates and maintains written correspondence, memos, presentations, spreadsheets, organizational charts, etc. ensuring quality control by proofreading and editing documents prior to finalizing.
Demonstrates a solid understanding of Company's confidentiality policies and procedures and exercises appropriate discretion when involved in sensitive business matters.
May performs other special projects as directed by manager or team lead.
Collaborates and provides necessary support for other administrative staff when needed; will provide back-up support to cover absences when necessary.
Ability to be a resource for team in MS Office applications, Share Point sites and other technology tools commonly utilized by the team.
Performs miscellaneous filing, organizing, faxing, mailing, duplicating, etc. Orders and maintains supplies and arranges for equipment maintenance.
May create and maintain database information such as distribution lists, mailing lists, vendors, etc. in applicable format.
Answers telephones, transfers calls, takes accurate messages, and appropriately triages requests for contact/information with manager. This includes but is not limited to screening incoming calls and correspondence and responding independently, when appropriate.
Complete tasks and projects as assigned and perform other duties as requested.
High School Diploma or in lieu of Diploma/GED four years of administrative assistance experience in addition to minimum years of experience required
Ten plus years of administrative experience supporting one or more senior level individuals
Strong PC literacy with advanced skills in Microsoft Outlook, Word, Excel, or PowerPoint
Strong organizational skills
Ability work effectively on a team, multi-task, problem-solve, and operate in a fast-paced environment
Excellent verbal and written communication skills
Strong understanding of mid-size corporate structures including corporate policies and procedures
Experience working in a global organization
Prior work experience in pharmaceutical industry
Prior experience as a senior level administrative assistant
Manual dexterity required to operate office equipment (e.g. computers, phones, filing cabinets, etc.)
Periodic local and/or overnight travel required. Some off-site overnight domestic and/or international travel may also be required.
Weare driven to improve people''s lives.
Takeda is an EEO employer of
minorities, women, disabled, protected veterans. For more information,
No Phone Calls or Recruiters Please.

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